🔄 How to Build Zoho CRM Cadences (and the Pros & Cons of Using Them)

Sep 17, 2025

In today’s competitive market, consistent follow-up is everything. Whether you’re nurturing new leads, re-engaging old prospects, or keeping customers in the loop, a well-structured communication plan is key. That’s where Zoho CRM Cadences come in.

Cadences give your sales team a repeatable, automated workflow for lead and deal follow-ups, helping you stay organized and never miss a touchpoint. The biggest difference between a Cadence and a Workflow is the Cadence allows the next touch to be triggered on the Lead’s or Contact’s action to your outreach. Example: An email is sent when a Lead is added to the system. If the Lead opens the email then a Task can be created to have the sales person make a phone call but if they do not open the email then they will get a second email two days later. Let’s dive into how to build them and whether they’re right for your business.

🤔 What Are Zoho CRM Cadences?

A cadence is a predefined sequence of sales activities—emails, calls, tasks, or other follow-ups—executed over time. In Zoho CRM, Cadences allow you to:

  • Automate lead nurturing campaigns

  • Schedule sales tasks for reps

  • Standardize outreach for consistency

  • Increase conversions by maintaining contact at the right intervals

Instead of manually deciding who to follow up with and when, a cadence ensures every lead is nurtured the same way, increasing efficiency and reducing missed opportunities.

🛠️ How to Build a Zoho CRM Cadence

Follow these steps to create a cadence inside Zoho CRM:

1. Define Your Goal

Start with the purpose of your cadence:

  • Nurture inbound leads

  • Re-engage cold leads

  • Upsell or cross-sell existing customers

  • Follow up on event/webinar attendees

Knowing your goal will shape your sequence of steps.

2. Map the Steps

A cadence is essentially a workflow. Decide:

  • What action will happen first? (Email, call, task?)

  • How many touchpoints will you include?

  • How many days will you wait between actions?

Example cadence for a new lead:

  1. Day 1: Send introductory email

  2. Day 3: Call lead

  3. Day 5: Send LinkedIn message

  4. Day 7: Follow-up email

  5. Day 10: Task to review status

3. Create the Cadence in Zoho CRM

  • Go to Sales Cadences under the Automation menu in Zoho CRM.

  • Click Create Cadence.

  • Choose the module (Leads, Contacts, or Deals).

  • Add your steps (emails, calls, tasks) with time intervals.

  • Assign owners and decide how leads enter or exit the cadence.

4. Write Your Templates

Prepare email templates or call scripts in advance so your team can focus on execution rather than crafting messages on the fly.

5. Test and Monitor

Start with a small segment of leads to ensure your cadence flows smoothly.
Track engagement metrics (open rates, response rates, conversions) and adjust timing or messaging as needed.

âś… Pros of Using Zoho CRM Cadences

  1. Consistency & Standardization
    Your entire team follows the same proven process, eliminating guesswork.

  2. Time-Saving Automation
    Sales reps spend less time managing follow-ups and more time selling.

  3. Improved Lead Nurturing
    No lead falls through the cracks. Everyone gets timely, structured outreach.

  4. Better Data & Reporting
    Easily measure the effectiveness of each cadence and refine over time.

  5. Scalability
    Great for growing teams—new reps can jump in and execute sequences without deep training.

❌ Cons of Using Zoho CRM Cadences

  1. Less Personalization if Misused
    Over-automation can make messages feel robotic if you don’t customize.

  2. Initial Setup Takes Time
    Designing cadences, writing templates, and training your team requires upfront effort.

  3. Risk of Over-Contacting Leads
    Without careful planning, cadences can overwhelm leads with too many messages.

  4. Dependence on Accurate Data
    If your CRM data is outdated or inaccurate, cadences will amplify those problems.

🔑 Final Thoughts

Zoho CRM Cadences are a powerful way to streamline sales outreach, increase engagement, and boost conversions. When used thoughtfully, they give your team a playbook to follow, ensuring no lead gets forgotten.

However, automation works best with a human touch. Customize your messages, review your cadence performance, and keep your CRM data clean to make the most of this feature.

If you’re looking to set up Zoho CRM Cadences but aren’t sure where to start, give me a call today!